Business Office Manager

Job Title: Business Office Manager

Location: Savant of West Hollywood

This position will facilitate the successful operation of the community business office through ensuring sound financial and human resources practices. The Business Office Manager coordinates office, finance and human resources services, records control, marketing, and special projects; organizes and administers the business and administrative office; and contributes to effective communication and pleasant working conditions. This position reports to the Executive Director.

• Ensure information within the payroll/HRIS system is always updated; submit pay rate adjustments, transfers, employment status changes, etc., in payroll system.
• Prepare new hire paperwork, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office HR.
• Maintain accurate employee information and records in the HRIS system and personnel files.
• Triage Team Member complaints and grievances in accordance with the Problem Resolution Procedure.
• Coordinate recruitment activities, including scheduling interviews for hiring managers and scheduling necessary pre‑employment screening.
• Participate in the New Hire Orientation program and other regular Team Member meetings or functions; ensure new hires have an effective onboarding.
• Utilize payroll reporting tools to manage accuracy of Team Member information and performance evaluation due dates; update Team Member information in payroll system and personnel file; provide payroll with adjustment forms; edit daily time entries; ensure accuracy of biweekly payroll; submit unemployment insurance claims.
• Conduct monthly benefit orientations; proof benefit enrollment forms and send to home office HR; ensure all eligible Team Members have completed enrollment/declination forms.
• Ensure workers compensation injuries are reported timely and documentation is collected and submitted to Human Resources.
• Ensure employees’ training plans are accurately assigned in the Learning Management System, run reports, and follow up with managers and employees to ensure compliance.

• Prepare daily bank deposits, deposit to bank, and email deposit records to home office.
• Make collection calls on past‑due accounts, maintain collection logs, follow up, and prepare accounts for submittal to collection agencies.
• Submit weekly accounts receivable reports with notes for outstanding balances.
• Assist with preparation of new residents’ move‑in paperwork, resident status changes, move‑out paperwork and forward to home office.
• Assist with Evictions, assist residents and/or families with Medicaid application, process accounts payable invoices in Yardi weekly.
• Maintain and issue petty cash, including resident petty cash; reconcile RFMS monthly.
• Print monthly billing statements; prepare monthly collection packets and send to Director of Revenue Cycle Management.
• Maintain community census data; ensure leave of absences are accounted for within Yardi.
• Handle or refer resident billing inquiries as appropriate; maintain Medicaid Pending log and coordinate with CCT to process.

• Contribute to community relationships by demonstrating cooperation and professional conduct with residents, families, fellow team members, physicians, pharmacies, and other vendors.
• Provide leadership and supervision to concierge staff.
• Contribute to team effort by being flexible in work assignments, providing support, taking initiative, and understanding how this position affects and complements all other community positions.
• Respond appropriately to changes in the work setting.
• Assist the Executive Director with completion of documents, correspondence and special projects as needed.
• Conduct tours if ED and Marketing are not available.
• Be familiar with Policies & Procedures Manual and Team Member Handbook.
• Maintain accuracy of community operations computer database with team member and resident information as assigned.
• Perform other related assignments as required.

Supervise the entire concierge staff.

• Associate degree or…